Absence Management - Frequently Asked Questions (FAQs and Answers)
Purpose: Use this document as a resource for looking at commonly asked Absence Management questions about how things are done in ctcLink, and seeing the answers. This is an expanding document, in that when more questions come up and are put to the HCM Support Team, they will be added here as well.
Audience: Absence Management Administrators
In order to execute most of the solutions mentioned in the content below, there are certain security roles you must have at the local college managed security, including:
- ZD Absence Calc Results
- ZZ Abs Events and Adjs
- ZZ Abs Off Cycle Processing
- ZZ SS ABS Administration
If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.
In ctcLink, we have 2 Absence Take Calendars and 1 Entitlement Calendar in a month.
Absence Calendar names, for example, for the month of October 2023 is as follows:
A Take Calendar - GLBL2023 OCTA TAKE
B Take Calendar - GLBL2023 OCTB TAKE
ENT Calendar - GLBL 2023 OCT ENT
SBCTC runs the Take Calendars on the last day of the pay period.
After the B payroll cutoff day, SBCTC runs the ENT Calendar.
Colleges can see the absence run schedule in SBCTC Calendar ( AM Calendar )
Yes, the Absence Calendars process is scheduled to run every 2 hours between 6:00am to 6:00pm on the absence processing days.
Absence calculation is a recurring process, so there is no need to request absence recalculation.
If you require it to run before the Absence Finalization run, you can submit a request to the SBCTC Central Payroll team.
Yes, SBCTC notifies the Colleges for the first and last calculation by way of the HCM ListServ.
They will also notify the Colleges once the absence data is loaded to the time sheet.
Always enter the adjustments in the entitlement: ENT Calendar ID.
No, always enter the adjustments in the ENT Calendar ID. The system allows a few exceptions for PHL and PRL leave type adjustments.
90 days is the retro processing period.
If you have entered the adjustment before the Take Calendar finalization, then Take Calendar will process the adjustment.
If you have entered an adjustment on the September ENT calendar after the September ENT finalization - the October A Take Calendar will process the adjustment.
If you have entered an adjustment on the September ENT Calendar after the October A Take finalization - October B Take Calendar will process the adjustment.
If you have entered an adjustment on the September ENT Calendar after the October B Take finalization - November A Take Calendar will process the adjustment and not the October ENT Calendar.
> Take Calendars do retroactive processing.
> ENT (entitlement) Calendars only process the current month adjustment.
To convert the unpaid leave to paid leave, enter the adjustment as 2 hours in the ENT (entitlement) Calendar.
Carryover of leave balance is not allowed for the Personal Holiday. So the system has not moved the leave balance from the prior calendar year (Dec) to the current calendar year (Jan)
To convert the unpaid leave to paid leave, you need to enter the adjustment in 01A Take Calendar.
Carryover of leave balance is not allowed for Personal Holiday (depending on the leave rule). So, the system has not moved the leave balance from the prior fiscal year (June) to current fiscal year. (July A)
To convert the unpaid leave to paid leave, you need to enter the adjustment in 07A Take Calendar.
The system will not allow employees to change the leave request for the finalized Absence Calendar. Only the Administrator can edit the finalized absence request through the Absence Event page and then the Take Calendar will process the changes.
The system will not allow employees to change the leave request for the finalized absence Calendar. Since adjustment period is greater than 90 days, the Administrator needs to adjust the leave balance on the last ENT Calendar.
Please open a service desk ticket to the HCM Customer Support Team to find out the issue.
The system removes the unused Personal Holiday in the January A Take Calendar and generates the accrual for the current Calendar Year.
The system removes the unused Personal Leave in the July A Take Calendar and generates the accrual for the current Fiscal Year.
Check the Leave Max Override box in Job Data, CTC Job Data page.
If a leave max month is June, to override the VAC max leave balance:
- Enter a new row effective date as 06/01/2023 and check the Leave Max Override box.
- Then enter a new row effective date as 07/01/2023 and uncheck the Leave Max Override box.
Adjustments need to be entered on the termed month ENT Calendar and needs to be entered before the ENT finalization.
If the employee is termed in October, then the adjustment needs to be entered in the October ENT calendar and needs to be entered before the October ENT finalization.
Adjustments need to be entered on the termed month ENT Calendar and needs to be entered before the ENT finalization. While removing the leave balance, the end date should be the last worked date.
If an employee is termed on October 16th, then the adjustment needs to be entered in the October ENT calendar and needs to be entered before the October ENT finalization.
While removing the leave balance, the Begin date should be October 1 and the End date should be October 15. The system defaults to the entire month, therefore, the Administrator has to edit the End date to the last date worked.
Run the off-cycle process on the termed month ENT Calendar. Before Finalizing the off cycle process, validate the leave balance in the Results by Calendar Group page.
Run the off-cycle process on the termed month ENT Calendar. Target Period and Processing Calendar should be the termed month and identify the employee. Before Finalizing the off-cycle process, validate the leave balance in the Results by Calendar Group page.
Remove the SHL balance from the hourly job and enter the leave balance under NSL in the classified Job. All adjustments need to be entered in the ENT Calendar.
If the employee is moved from the Hourly to the Classified position on June 1st:
- Enter the SHL as negative hours in the May ENT Calendar under the HXX pay group.
- Then enter the NSL as positive hours in the June ENT Calendar under the CXX pay group.
QHC_AB_ABSENCE_HISTORY - Absence History report.
QHC_AB_PRL_BAL_TAKE_RUN - To find the PRL balance.
QHC_AB_PHL_BAL_TAKE_RUN - To find the PHL accrual.
QHC_AB_VALIDATION_ENT_CAL_ERCD - Leave Accrual Validation based on the Employee Record.
CTC_UNPAID_LEAVE - Unpaid Leave Balance.
QHC_AM_LEAVE_REQ_NOT_PROCESSED - Leave Request Not Processed.
In the employee's Job Data record, validate the following fields:
FTE, Union Code (if represented), Absence System, Eligibility Group, Leave Accrual Date, Leave Max Month and Job Empl Type